Financials User Group Meeting

1. Financials User Group Meeting September 2008 AR/BI/GL

2. Agenda • Welcome John Harnick • EPM Barb Jacius • GL Donna Braga Joan Skripol • Billing Chris Marchese • AR Lynn Sheldon

3. Distance Learning (web casting) Can be viewed repeatedly at a user’s desk Provides a permanent record Reduces the number of user group sessions Can track how many users connect and for how long Can add a satisfaction survey We can never hold enough sessions 11 Modules Sessions fill quickly Specific topics aren’t published in advance and attendees may not be the best target audience How do we reach a larger audience?

4. How do we reach a larger audience? • Benefits • Save on Travel • Scheduling • Available to everyone at any time from the Core-CT website • Recorded in a professional studio in Rocky Hill • Recorded session available shortly after the session • Drawbacks • Audience will be limited • Limited live questions • Attendees might be recorded on camera or by audio • Audience selection

5. How do we reach a larger audience? • Your Opinion • Contact • john.harnick@ct.gov • View an example • Procurement 101 • http://www.conndot.ct.gov/media/das.aspx

6. Agenda • Welcome John Harnick • EPM Barb Jacius • GL Donna Braga Joan Skripol • Billing Chris Marchese • AR Lynn Sheldon

7. EPM 9.0 EPM Upgrade September 15, 2008 • Hardware Replacement • Application Upgrade –Version 9.0

8. EPM 9.0 Why Upgrade? • Faster Table Refresh Times • Better Query Performance • Build the Foundation for Analytic Reporting

9. EPM 9.0 Upgrade Query Clean Up • 8.8 Queries not executed or updated within the last 18 months • “Broken” queries, such as union queries with unequal number of fields • Queries never run

10. EPM 9.0 Impacts to Users • All EPM 9.0 Tables have been renamed • 9.0 Reporting Tables prefixed with CTW_ (Connecticut Warehouse) • Some field names have changed

11. EPM 9.0 Query Impacts • All Existing 8.8 Queries have been copied to the new EPM Version 9.0 • EPM 9.0 Queries have been updated with the to the new table / field names • Query names did not change

12. EPM 9.0 Query Impacts • All Queries copied from EPM 8.8 to EPM 9.0 must be saved upon opening and before executing or scheduling

13. EPM 9.0 Query Execution Impacts • All Run Controls must be recreated • All Queries previously scheduled must be saved before recreating new run controls and re-scheduling

14. EPM 9.0 New Job Aids • All existing job aids have been updated with the new Reporting Table Names • New job aids to provide the Old Table vs New Table Name listing

15. GL Agenda • GL Reminders and Hot Topics • Detail & Summary Revenue Report • Reconciling Commitment Control to GL

16. GL Reminders and Hot Topics • GL Reminders • Managers Guide • Inactivating Chartfields • Hot Topics • Print Journal Feature • Journal Find & Replace

17. Print Journal Feature

18. Journal Find & Replace

19. Journal Find & Replace #2 #1

20. Journal Find & Replace

21. Detail & Summary Revenue GL > General Reports > Detail and Summary Revenue Report

22. Detail & Summary Revenue GL > General Reports > Detail and Summary Revenue Report

23. Detail & Summary Revenue

24. Detail & Summary Revenue

25. KK/GL Reconciliation • Budget Status vs. Flexible Ledger Analysis • EPM Queries • Budget Transaction Detail Report • Ledger Activity Report

26. Budget Status Report Navigation: Commitment Control> Budget Reports

27. Budget Status Report

28. Flexible Ledger Analysis Navigation: General Ledger> General Reports

29. Flexible Ledger Analysis

30. Select Ledgers Flexible Ledger Analysis

31. Flexible Ledger Analysis

32. Manager’s Guide GL/KK

33. EPM Queries Navigation: EPM Reporting Tools> Query Manager> (GL Folder) CT_CORE_BUDGET_STATUS_REPORT

34. Flexible Ledger Analysis Navigation: General Ledger> General Reports

35. Flexible Ledger Analysis

36. Budget Transaction Detail Navigation: Commitment Control> Budget Reports

37. Budget Transaction Detail

38. Billing Agenda • Reminders / Hot Topics • BI Distribution Codes • BI Charge Codes • Things to Come • DR Bill Type • Accounting Date Customization • Mini-Training • Recurring Bills • Invoice Register by Bill Type

39. BI Distribution Codes • NAVIGATION: Set Up Financials/Supply Chain > Common Definitions > Distribution Accounting > Distribution Code • Distribution Codes… • Simplify • Save Time • Are Accurate

40. BI Distribution Codes • Helpful Hints • Use a naming convention that means something to you. • Back-date the Effective Date. • Always use Revenue as the Distribution Type. • Account is the only ChartField Value required.

41. BI Distribution Codes • Update Distribution Codes • Click Add a Row Icon. • Update the Effective Date. • Update the ChartField Value. The new row will copy all of the data from the row before it.

42. BI Charge Codes • NAVIGATION: Set Up Financials/Supply Chain > Product Related > Billing > Setup > Charge Code • Charge Codes… • Simplify • Save Time • Can tie to Distribution Codes

43. BI Charge Codes • Helpful Hints • Use a naming convention that means something to you. • Back-date the Effective Date. • Enter the particular Unit of Measure. • By entering a Revenue Distribution Code, you have the option to tie this Charge Code to an existing Distribution Code.

44. Charge Codes & Dist. Codes • Line – Info 1 • Choose ID(PS/Billing Charge ID). • Choose a Charge Code as the Identifier.

45. Deferred Revenue Bill Type – (DR) • What is Deferred Revenue (DR)? • Cash collected in one fiscal year, but not recognized as revenue until a future fiscal year—when the revenue is earned. • Prepayments (Rent, Leases, etc.) • Federal Grants (The provider must stipulate the amount or portion of the grant award that must be spent for each grant year.) -- OSC/OTT • Purpose • Deferred Revenue is to be reported on annually via the GAAP Closing Package for the State of Connecticut. • External and Federal Customers Only (NOT Inter-Agency) • DR Bill Type Allows for Easy Reporting.

46. Billing Agenda • Reminders / Hot Topics • BI Distribution Codes • BI Charge Codes • Things to Come • DR Bill Type • Accounting Date Customization • Mini-Training • Recurring Bills • Invoice Register by Bill Type

47. Accounting Date Customization • Header – Info 1 • Set the Status to RDY. • Click SAVE. • The Accounting Date will default with the current date. • This date may be changed to another date as long as it is within the Open Period.

48. MINI-TRAINING:Recurring Bills • NAVIGATION: Billing > Maintain Bills > Standard Billing • Recurring Bills… • Reproduce Bills and Generate Invoices by using Recurring Bill Templates • Control When and How Often Recurring Bills are Generated

49. MINI-TRAINING: Recurring Bills • Header – Info 1 • Choose the Cycle ID. • Bi-Weekly, Monthly, Quarterly, Semi-Annually, Yearly • Set the Frequency to Recurring. • Click SAVE. • Click the Recurring Bill Schedule hyperlink.

50. MINI-TRAINING:Recurring Bills • Recurring Bill Schedule • Set you Start Date and End Date. • Click the “Generate Recurring Bill Schedule” Icon • When generating the schedule, the StartDate/EndDate and Cycle ID are the determining factors.